
Running a restaurant is no easy task. From managing orders to tracking inventory, having the right tools is crucial for smooth operations. That’s where understanding restaurant POS system cost becomes important.
The cost of a POS system isn’t just about the price tag. It’s about finding value in features that fit your business needs. In this blog, we’ll dive deep into what goes into a restaurant POS system cost and how to make the best choice for your restaurant.
Let’s break it down step by step.
What Is a Restaurant POS System?
A restaurant POS system is like a digital cash register. It helps you take orders, process payments, manage inventory, and even handle staff schedules. It's a central hub that keeps your restaurant running smoothly.

Understanding Restaurant POS System Cost
Figuring out your restaurant POS system cost means understanding all the parts involved. It's like building with LEGOs—you have basic blocks and add-ons, each with a price.
Software Costs
POS software is the brains of the operation, handling everything from orders to inventory. Software subscriptions typically come with a monthly fee. These range from free for basic versions to hundreds of dollars per month.
Carefully consider the features you need. Starting small with a basic monthly subscription and upgrading later can often be a good strategy.
Hardware Costs
This covers the physical equipment: terminals, credit card readers, receipt printers, cash drawers, and kitchen display systems (KDS).
Initial hardware costs for a single register can range from $1,200 to $6,500. Handheld POS devices, kiosks, and more advanced systems increase upfront costs.
Yearly hardware maintenance and phone support typically range from $600 to $1,200.
Payment Processing Fees
Each card payment incurs a fee, typically between 1.5% and 3.5% of the transaction, plus a small fixed fee.
These per-transaction costs add up quickly. Some POS providers offer payment processing services. This makes it easy to keep track of all related restaurant POS costs.
Other Costs
Some POS providers offer installation, training, and ongoing customer support. Factor these services into your budget.
Customized POS systems or third-party integrations can incur additional costs. Carefully evaluate all charges, as they accumulate over time.
Breaking Down Restaurant POS System Cost Factors
Several factors influence restaurant POS system cost. These details dramatically impact your overall investment.

Restaurant Size and Type
A small business cafe might manage with a tablet and basic software, perhaps even a free POS plan. A large restaurant may require multiple terminals, a KDS, and more robust software. The number of cash drawers you need also plays a role.
Features and Functionality
Needed features influence POS system costs. Consider whether you need advanced inventory management, customer relationship management (CRM), gift card programs, online ordering, or table management.
The rising popularity of contactless payments impacts feature choices. Over half of U.S. consumers now use mobile POS solutions like Apple Pay.
Deployment Method (Cloud vs. On-Premise)
Cloud-based POS systems usually have lower upfront costs and offer convenient monthly fees. These systems store your data remotely and are accessible with an internet connection.
On-premise systems provide more control and customization options, but require a higher initial investment and ongoing maintenance.
Number of Terminals
Each additional POS terminal adds to your costs. Networking multiple terminals for seamless communication is an additional expense to consider.
How We Help with Cost-Effective POS Solutions
At BPA POS, we understand that every restaurant has unique needs and budgets. We offer flexible options to ensure you get the best value:
- Affordable Hardware and Software Packages: Our all-in-one POS systems start at $1,340, which includes both POS hardware and software. For additional stations, the cost is $1,020 per station. If you only need the software, it's available at $55 per month for licensing and support, with an upfront cost of $70 for a single station.
- Comprehensive Features Included: Our systems come with essential features like inventory management, employee scheduling, and sales reporting, providing excellent value without unnecessary costs.
- Scalability: Whether you're a small café or a large restaurant, our solutions can scale with your business, allowing you to add more features as needed.
- Exceptional Support: We provide ongoing support to ensure your system runs smoothly, minimizing downtime and maintenance costs.
Comparing Costs with Competitors
When selecting a POS system, it’s important to compare features, costs, and value for money. Here’s a quick look at how BPA POS compares to other popular systems:

1. Cost-Effective Pricing:
- BPA POS offers the most budget-friendly solution at $155/month.
- Other systems like Lightspeed, Clover, and Toast range between $940–$1,426/month, making BPA POS a more economical choice.
2. Features Without Extra Costs:
- BPA POS includes essential features like gift cards, loyalty programs, reservations, inventory, and payroll without additional fees.
- Competitors such as Cake, EPOS Now, and others often charge extra for features like loyalty programs, guest management, or inventory tracking.
3. No Hidden Fees:
- BPA POS has no transaction fees for online ordering, unlike systems like Toast, which charge up to 3.5% + $0.15 per order.
- Even kiosk ordering and QR code payments are included in BPA POS's straightforward pricing.
4. Flexibility for Growth:
- BPA POS scales with your business, offering a low-cost monthly license fee of $55 and affordable rates for additional stations.
- Other systems charge higher rates for added terminals, e.g., Cake and EPOS Now at $69–$79/month per station.
5. Everything You Need in One Package:
- BPA POS bundles in accounting, payroll, and inventory management, unlike some competitors that charge separately for these features (e.g., EPOS Now at $65/month for accounting).
With BPA POS, you get high-quality features at a fraction of the cost of other POS systems. From managing orders to tracking inventory and processing payroll, BPA POS is built to handle everything you need without adding unnecessary costs.
FAQs about Restaurant POS System Cost
How much does a restaurant POS system cost?
The cost of a restaurant POS system varies based on features and hardware. At BPA POS, our all-in-one POS system is priced at $1,340, which includes both hardware and software. For additional stations, the cost is $1,020 each.
If you prefer software only, it's available at $55 per month for licensing and support, with an initial setup fee of $70 for a single station.
What factors influence the cost of a POS system?
Several elements can affect the overall cost:
- Hardware: Includes devices like touchscreens, printers, and card readers.
- Software: Monthly or annual licensing fees.
- Payment Processing Fees: Charges per transaction.
- Installation and Training: Initial setup and staff training costs.
- Maintenance and Support: Ongoing service fees.
Are there any hidden fees I should be aware of?
Some providers may charge extra for features like gift card programs, loyalty programs, or online ordering. At BPA POS, we include many of these features in our standard package to provide clear and straightforward pricing.
Is it better to buy or lease a POS system?
Purchasing a POS system involves higher upfront costs but can be more cost-effective over time. Leasing may have lower initial expenses but could lead to higher overall costs due to ongoing fees. Consider your budget and long-term needs when deciding.
How can I ensure I'm getting good value for the cost?
Look for a POS system that offers:
- Comprehensive Features: Such as inventory management, employee scheduling, and sales reporting.
- Scalability: Ability to grow with your business.
- Reliable Support: Accessible customer service when needed.
- Transparent Pricing: Clear information on all fees and charges.

Conclusion
A restaurant POS system is an essential tool for running a successful business. Understanding the restaurant POS system cost means knowing what you’re paying for and how it benefits your operations. From hardware and software to hidden fees, this blog breaks down the costs to help you make an informed decision that fits your restaurant’s needs.
At BPA POS, we go beyond just providing a POS system. We deliver affordable, feature-packed solutions tailored to your business, without hidden fees or unnecessary costs. With scalable options, exceptional support, and transparent pricing, we make managing your restaurant seamless and stress-free.
Take the next step—click here to get your detailed POS cost guide now.